Office Manager

Job Location:





Regular Full-Time



Us Helping Us is a rapidly growing and mission-driven nonprofit. For the past 30 years, we have provided innovative programs and services to improve the health and wellbeing of racial, sexual orientation and gender minorities, people living with HIV/AIDS, and persons with substance abuse disorders and mental illness. As it exists today, we currently operate two office locations in the greater Washington, DC area and offer a variety of clinical, behavioral/mental health and social support services in a trusting, compassionate and non-judgmental environment. We are currently hiring for an Officer Manager and are looking for an energetic, independently motivated and committed person to fill this position.




The Office Manager will be responsible for providing overall administrative and office support to the on- and off-site client-centered services and programs. These services include, but are not limited to, HIV/STI testing, PrEP (pre-exposure prophylaxis) therapy, outpatient substance abuse and behavioral/mental health counseling, case management services, and support services such as a food pantry and clothing closet. Programs include emergency financial assistance, support groups, bio-behavioral interventions and community-focused events. Patient services are a key priority at Us Helping Us and requires the Office Manager to serve as a point of contact to clients.


Reporting to the Senior Administrative Assistant, the Office Manager will have the following responsibilities:


Office Management

  • Organize and implement office operations and procedures, including client intake and client flow (progression) through applicable on-site services and appropriate referrals.

  • Assist programmatic staff with administrative duties (e.g., scheduling of appointments, answering phone calls) related to the provision of applicable services and programs.

  • Ensure client confidentiality and maintain organizational protocols in the provision of client-centered services.

  • Anticipate, order, and verify office supplies and other office-related materials necessary in the provision of services and programs.

  • Maintain and replenish general office supplies as well as maintain inventories of small office equipment (e.g., workstations, laptops, computer monitors, scanners).

  • Work with the Medical Assistant to ensure orderly and efficient patient flow.

  • Ensure that all areas, including waiting room and exam rooms, are clean and orderly.

  • Perform other position-related duties as assigned.


Care Coordination

  • Interact with care coordination team members on clinical, behavioral and social support service matters, including client flow and referrals.

  • Assist in the completion of client intake forms and other required documents.

  • Determine client eligibility for various services (including Ryan White, PrEP or nPEP).

  • Obtain proper documentation, including proof of residency and insurance status.

  • Coordinate on-site condom distribution activities, in collaboration with Outreach & Testing Program Coordinator.

  • Schedule client appointments, as necessary.

  • Make recommendations for improvement or enhancement to on-site processes and procedures to ensure standards in client flow and data collection, entry and reporting.

  • Perform other position-related duties as assigned.



  • High school diploma (or GED) required, advanced education/certifications preferred.

  • Three (3) or more years of experience in office management.

  • Exceptional customer service experience demonstrated in other community-based or professional settings (e.g., past work experience in similar environments).

  • Demonstrated proficiency in the use of the Microsoft Office Suite.

Preferred Knowledge, Skills & Abilities

  • Success in developing and executing efficient office administration.

  • Knowledge of patient schedulers and electronic health record systems (e.g., eClinicalWorks).

  • Proficient computer skills, including use of spreadsheet and word processing programs, and e-mail, and ability to type 40-60 wpm.

  • Ability to maintain a high level of accuracy in preparing and entering client-level data and other program-related information.

  • Experience with public and private insurance coding and billing strongly preferred.

  • Excellent interpersonal, team building and problem solving/decision-making skills. Team player attitude, energetic, with a focus on excellent customer service are key.

  • Effective verbal and written communications skills as well as organizational and stress management skills.

  • Experience working with LGBTQ individuals and racial minorities and respects cultural and religious practices of patients

  • Bilingual English/Spanish and/or other languages strongly preferred.


  • Salary range $33,500-$45,500 (based on experience) plus a generous benefits package, including employer-paid health insurance and a contribution to a 401(k) retirement plan.

  • This is a full-time position (40 hours per week), including evening and weekend commitments.

  • Valid U.S. work permit required.

  • Must submit to and successfully complete a background investigation and drug test.

  • Us Helping Us has a smoke-free environment and non-smokers are preferred. Excellent personal hygiene is a must.

Us Helping Us is an equal opportunity employer and does not discriminate on the basis of age, sex, race, language, ethnicity, religion, national origin, gender, gender expression, gender identity, marital status, sexual orientation, or status as a veteran with a disability.



Full Legal Name:

Preferred Name:

E-Mail Address:

Phone Number:

Available Start Date:

Upload Your Resume
Upload Your Cover Letter

Thank you for your interest in Us Helping Us.

You will receive an e-mail once your application has been received by Human Resources. 

Socialize this job opportunity to a friend, colleague, or family member: